Subcontractor certificate approvals often involve a lot of manual back-and-forth. This session shows you how to automate that process through workflow, so certificates move through approvals faster, with a clear audit trail.
Automate sub contract certificate approvals via workflow.
Reduce manual handling and speed up the approval cycle.
Configure workflow to match your business structure.
Frequently Asked Questions
Can approvers approve certificates via email, without logging into Coins?
Yes. Coins' email approval capability allows the email template to be configured with approval actions included directly in the email, so approvers do not need to log in.
If a claim relates to variation works and the subcontractor variation has not been entered in Coins, can the claim still be sent through the workflow — with the approver prompted to raise the variation before approving?
A variation can be added as a new line item or processed as a quantity/rate change to an existing PO line. Because of this, Coins cannot automatically determine whether a claimed amount relates to original or variation works.
The system control in place is that users cannot certify an amount exceeding the available value on each PO line. If the existing PO lines do not cover the claim, the variation must be entered and committed to the PO before certification can proceed.
The approver remains responsible for verifying that the certification value reflects work completed on site and that all relevant conditions have been met. If the approver is not satisfied, they can reject the certificate back to the originating user.
Will the attachments be emailed to the approver?
Yes — this is an optional, workflow-specific setting that can be enabled or disabled per certificate type.
How frequently can the scheduler run when scanning from email?
The scheduling frequency is flexible and can be configured to meet your business requirements. There is no system restriction on frequency — some organisations run the scheduler multiple times per day, such as morning and afternoon.
Can you run through an example of the generate spreadsheet certificate option?
Yes — this is a useful option that can simplify the certification process. A dedicated session can be arranged for interested customers. Please contact your Customer Success Manager or Account Manager to schedule.
Does the subcontract certificate workflow integrate with Docusign, and is this something you would be able to show us?
This question has been referred to the relevant Access Construction team. We will follow up with a response shortly